It happens to even the most well-organized business executives: despite careful planning and respect for others’ schedules, you now have to reschedule a meeting, seminar or other event. If timing is an issue, you probably would send an email or make phone calls to the affected parties. But if you have time and you want to display professional grace, you may wish to write a brief and sincere letter explaining the turn of events.

Prepare to write a block-style letter on your company’s letterhead. Block style means that all lines are flush-left and not indented. Write the date and hit "Return" four times. Then write the addressee’s name and address, single-spacing between lines. Hit "Return" twice and write the salutation. Press "Return" twice and begin your letter.

Open your letter with an overview of why you are writing: “As you may know, Company XYZ has been forced to reschedule our one-day marketing seminar, ‘Converting Leads to Clients,’ from Monday, March 26, to Friday, April 27.” In this case, you also may wish to remind your reader of the location of the event: “The seminar will still take place at our conference center, conveniently located near I-88 and Ogden Avenue at 888 Conference Blvd, Chicago.”

Explain why you must reschedule, striking a balance between not assigning blame while not being dismissive, either. For example, you might say: “Our keynote speaker, Ms. Lois Lane, unfortunately encountered a conflict with her travel schedule. This conflict required us to find the next available date on her speaking calendar, which is April 27.”

Apologize for the inconvenience and express your desire that you will see the intended party on the new date.

Offer an incentive as a sign of goodwill. It won’t eliminate the inconvenience factor, but it might help mitigate it. In this case, you might offer people a deeply reduced overnight rate at a hotel, a free dinner at an upscale restaurant or an all-expenses-paid afternoon at a local spa.

Write a gracious and courteous closing, such as: “I thank you in advance for your patience and understanding. I certainly look forward to seeing you and hearing your valuable marketing insights on April 27.”

Hit "Return" twice at the end of the letter, and then type “Sincerely.” Press "Return" four times and then sign the letter.

About the Author

With education, health care and small business marketing as her core interests, M.T. Wroblewski has penned pieces for Woman's Day, Family Circle, Ladies Home Journal and many newspapers and magazines. She holds a master's degree in journalism from Northern Illinois University.